Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

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Hiring Department:

Graduate School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

May 13, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Selection made by committee and hiring supervisor based on review of on-line applications and results of personal interviews.  Hiring decision contingent upon applicant clearing security background check.  Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.  Flexible work arrangements and telework are available for this position and can be modified at any time based on job responsibilities or demand.

UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional conference opportunities

• Tuition assistance

• Expansive employee discount program including athletic tickets

• Free access to UT Austin's libraries and museums with staff ID card

• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Purpose

Provide administrative support services as assigned for the Graduate School Business Affairs team and outreach support to departmental contacts. 

Responsibilities

• Responsible for daily deposit reconciliation process for Office of Graduate Admissions application fees and refunds. Tasks involve printing reports from CRM and credit card processor, verifying accuracy of credit card deposits, and creating VC1 documents in DEFINE. Prepare deposits for donor and scholarship checks when received.  Primary departmental contact in resolving discrepancies with deposit and income reporting.

• Process all travel requests, travel reimbursements, and change requests for staff throughout the Graduate School. Stay up to date on travel rules and procedures and provide feedback for improvements.

• Process all departmental purchase orders, Amazon business account purchasing, UT Market purchasing, new vendor setup, and vendor payments. Verify payment requests are in compliance with university policies and procedures. Prepare final supporting documentation for image retrieval system. Primary support in resolving discrepancies and answering client questions.  

• Review and reconcile monthly ProCard transactions for all Graduate School. Ensure all receipts are uploaded and approved by Chief Business Officer (CBO). Support ProCard holders by resolving issues and ensuring compliance with University procedures.

• Monitor, process, and track departmental contracts including memos of understanding (MOUs).

• Provide financial support to the CBO in reconciling income and expense accounts monthly and assist in the preparation of the Graduate School’s annual recurring budget and 5-year budget simulation.

• Oversee student employment petition process for the Graduate School. Process requests from College administrative staff ensuring compliance with policies regarding student employment eligibility. Work closely with the Associate Dean of Graduate Student Services to grant student employment exceptions.

• Review and approve TA/AI TRB semester awards processed by various College administrative staff. Work with CBO in developing the annual TA/AI TRB award budgets and participate in the preparation of semester based TRB usage reporting by College for the Graduate School Dean.

• Perform semester audits on TA/AI/GRA student employment by verifying Workday appointments and TRB awards in compliance with Graduate School policies. Work with College administrative staff, Central HR graduate student representative, and Graduate School IT support staff to resolve appointment issues. 

• Review and approve student fellowship semester awards processed by the Graduate School fellowship program. Monitor and reconcile Graduate School fellowship endowment accounts.   

• Provide high quality work output with a focus on customer service in defined functional areas. Organize work product in a transparent and efficient way within the business affairs shared box folders. Communicate timely and in a professional manner to client requests. Elevate client issues needing immediate resolution to CBO.

• Other duties as assigned.  ​

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Required Qualifications

Bachelor's degree and three years of administrative/clerical experience, or high school graduation or GED, and seven years of administrative/clerical experience. Self-starter who is a quick learner, detail oriented and has ability to follow directions, proof work and follow through with tasks. Ability to organize, prioritize, multi-task and meet deadlines. Good working knowledge of PC skills in spreadsheets, Word documents and email. Excellent written and verbal communication skills. Excellent interpersonal skills and ability to positively interact and clearly communicate with supervisor, co-workers and all constituents including outside vendors, faculty, staff and students. Ability to work independently with little supervision and as a team player. Strong attendance record. Ability to take supervision. Skilled at anticipating changing priorities, working in changing environments, providing strong customer service skills, and responding well to feedback.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree and five years of experience with accounting functions including cash/check/credit card deposits and accounts payable functions. Experience with DEFINE modules on the UT mainframe and experience with UT Austin electronic accounting documents, specifically VC1, VP1, VP2, VP5, VP7, VPE, VT6 and VT5 documents, and accounting procedures. Advance skills in the use of Microsoft Office applications including Excel advanced level user with formulas and reporting tools. Knowledgeable of university resources, policies, and procedures especially related to research, travel, and procurement. Experience with scholarship processing, graduate student employment, and gift/endowment accounting. Demonstrated agility with change management and working in a fast-paced environment with competing deadlines.

Salary Range

$58,000 + depending on qualifications

Working Conditions

• Use of manual dexterity.

• Flexible work arrangements and telework are available for this position.

• May work around standard office conditions.

• Repetitive use of keyboard at a workstation.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.